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Terms of Service

Last updated 30 October 2026

These terms govern your use of ProCafe and form the agreement between you and us.

ProCafe is referred to in these terms as “ProCafe”, “we” and “us”.

The service

ProCafe helps you run a cafe — rotas, daily tasks, records and team routines, including food-safety records. ProCafe is a record-keeping and operations tool. It supports your own food-safety and record-keeping, but it does not certify your business, guarantee compliance, or replace your own responsibilities and judgement.

Free trial

  • New organisations start on a 14-day free trial with Core and Pro features where Pro is available. After the trial, Pro features require a paid Pro plan. No card is required to start. Paper record transfers require an active paid subscription and are excluded from the trial.
  • When the trial ends without a subscription, your account becomes read-only: you can view and export your records, but not add new ones, until you subscribe. If you do not subscribe within 30 days of the trial ending, we erase the account and its data. We email the account owner when the trial ends, 7 days before and 1 day before erasure. See the Retention Schedule.

Your data

  • Your records belong to you. Rotas, readings, checks, documents and other content you or your team enter remain yours.
  • You grant us the limited licence needed to host, process, back up and display that content in order to run the service — nothing more.
  • You can export your records at any time in the formats provided in the product.

Your account

  • Keep your sign-in details secure and don’t share a single login where avoidable.
  • You are responsible for the staff data you enter and for having a basis to process it.
  • Use the service lawfully — no misuse, interference, or attempts to break security.

Pricing & payment

  • Payments are processed by our payment provider, Stripe. Card details are entered directly with Stripe; ProCafe does not store your card details.
  • Current launch pricing is shown on the site. VAT is not currently charged while ProCafe is not VAT registered, so prices are shown without VAT.
  • We reserve the right to add VAT from a future billing period if VAT becomes applicable. If we do, we will give you advance notice and apply it from a future renewal or billing date — not retroactively.
  • Subscriptions can be cancelled; access continues to the end of the paid period.
  • Billing is in advance, monthly or yearly, as you choose at checkout. Paying yearly costs ten months' price for twelve months. A yearly plan you cancel part-way runs to the end of the year you paid for.
  • We don't refund part-used months or years, except where the law requires or something on our side went materially wrong — in which case talk to us.
  • On the ProCafe website, the business owner can review a change to an eligible existing subscription. The preview shows the plan, billing period, locations, currency, tax, proration, credits and amount due before explicit confirmation. Previewing a change does not alter access, reprice an unchanged subscription or start a second subscription.
  • Upgrades, and changes from monthly to yearly billing on the same plan, take effect after any required payment is confirmed. Downgrades, and changes from yearly to monthly billing on the same plan, start at the next renewal. The preview shows the effective date; a scheduled downgrade can be cancelled before it takes effect.
  • Manual licences, custom contracts and unsupported discounts or provider states need help from support so their agreed terms are preserved. A plan change does not erase historical records; access and exports remain subject to permissions and the published retention policy.
  • If we change prices, we will give existing subscribers reasonable advance notice and apply the change from a future billing period — never retroactively.

Availability

We work to keep ProCafe available and reliable, but we do not promise a specific uptime in this version. ProCafe is offline-first on mobile, so day-to-day capture keeps working without a connection and syncs later.

Data protection

How we handle personal data is in the Privacy Policy; where we act as your processor, the Data Processing Agreement applies.

Liability

Nothing here limits liability that cannot be limited by law (for example, for death or personal injury caused by negligence, or for fraud). Otherwise, to the extent the law allows: ProCafe is provided “as is”; we are not liable for indirect or consequential loss; and our total aggregate liability arising out of or in connection with the service is limited to the fees you paid us in the 12 months before the event giving rise to the claim.

You remain responsible for your own food-safety, employment and regulatory obligations — ProCafe records and organises; it does not discharge those duties for you.

Termination

You can stop using ProCafe at any time. We may suspend or end access for serious or repeated breach of these terms. On closure you can export your records; data is then handled per the Retention Schedule.

Governing law

These terms are governed by the laws of England and Wales.

Where you are based

ProCafe is offered from the United Kingdom to businesses in several countries. The blocks below add, for each country we serve, the local law and authority that also apply to you, the tax position, and who operates the service. They add to the sections above and do not remove anything from them.

Ireland

These terms are governed by the laws of England and Wales and the courts of England and Wales have jurisdiction, as stated above. If the consumer or business law of the country where you are based gives you rights or a forum that cannot be excluded by agreement, that law applies to that extent; nothing in these terms takes those rights away.

Prices for Irish customers are shown in euro. No VAT is added; a VAT-registered business may need to account for VAT under the reverse charge. ProCafe is not VAT registered and therefore has no VAT number. No VAT is added to the prices shown.

ProCafe is operated by Serdar Kahraman, a sole trader. Postal address: Cleekim Drive, EH15 3QP Edinburgh, United Kingdom. Contact: support@procafe.app or the contact form at procafe.app/contact.

France

Les présentes conditions sont régies par le droit de l’Angleterre et du pays de Galles et relèvent des tribunaux de l’Angleterre et du pays de Galles, comme indiqué ci-dessus. Si le droit français de la consommation ou des affaires vous accorde des droits ou une juridiction auxquels il ne peut être renoncé par contrat, ce droit s’applique dans cette mesure ; rien dans ces conditions ne vous prive de ces droits.

Les prix pour la France sont affichés en euros. Aucune TVA n’est ajoutée ; une entreprise assujettie peut devoir autoliquider la TVA. ProCafe n’est pas immatriculé à la TVA et ne dispose donc pas de numéro de TVA. Aucune TVA n’est ajoutée aux prix affichés.

ProCafe est exploité par Serdar Kahraman, entrepreneur individuel. Adresse postale : Cleekim Drive, EH15 3QP Edinburgh, Royaume-Uni. Contact : support@procafe.app ou le formulaire de contact sur procafe.app/contact.

France (English version)

These terms are governed by the laws of England and Wales and the courts of England and Wales have jurisdiction, as stated above. If the consumer or business law of the country where you are based gives you rights or a forum that cannot be excluded by agreement, that law applies to that extent; nothing in these terms takes those rights away.

Prices for France are shown in euro. No VAT is added; a VAT-registered business may need to account for VAT under the reverse charge. ProCafe is not VAT registered and therefore has no VAT number. No VAT is added to the prices shown.

ProCafe is operated by Serdar Kahraman, a sole trader. Postal address: Cleekim Drive, EH15 3QP Edinburgh, United Kingdom. Contact: support@procafe.app or the contact form at procafe.app/contact.

Deutschland

Diese Nutzungsbedingungen unterliegen dem Recht von England und Wales; zuständig sind die Gerichte von England und Wales, wie oben angegeben. Soweit zwingendes deutsches Verbraucher- oder Handelsrecht Ihnen Rechte oder einen Gerichtsstand einräumt, die vertraglich nicht abbedungen werden können, gilt dieses Recht insoweit; keine Regelung dieser Bedingungen nimmt Ihnen diese Rechte.

Preise für Deutschland werden in Euro angezeigt. Es wird keine Umsatzsteuer berechnet; ein umsatzsteuerlich registriertes Unternehmen kann zur Anwendung des Reverse-Charge-Verfahrens verpflichtet sein. ProCafe ist nicht umsatzsteuerlich registriert; eine Umsatzsteuer-Identifikationsnummer besteht daher nicht. Auf die angezeigten Preise wird keine Umsatzsteuer berechnet.

ProCafe wird betrieben von Serdar Kahraman, Einzelunternehmer. Postanschrift: Cleekim Drive, EH15 3QP Edinburgh, Vereinigtes Königreich. Kontakt: support@procafe.app oder das Kontaktformular unter procafe.app/contact.

Anbieterkennzeichnung nach § 5 DDG und § 18 Abs. 2 MStV: siehe Impressum unter procafe.app/de/legal/impressum.

Germany (English version)

These terms are governed by the laws of England and Wales and the courts of England and Wales have jurisdiction, as stated above. If the consumer or business law of the country where you are based gives you rights or a forum that cannot be excluded by agreement, that law applies to that extent; nothing in these terms takes those rights away.

Prices for Germany are shown in euro. No VAT is added; a VAT-registered business may need to account for VAT under the reverse charge. ProCafe is not VAT registered and therefore has no VAT number. No VAT is added to the prices shown.

ProCafe is operated by Serdar Kahraman, a sole trader. Postal address: Cleekim Drive, EH15 3QP Edinburgh, United Kingdom. Contact: support@procafe.app or the contact form at procafe.app/contact.

Provider identification under § 5 DDG and § 18 (2) MStV: see the Impressum at procafe.app/de/legal/impressum.

Australia

These terms are governed by the laws of England and Wales and the courts of England and Wales have jurisdiction, as stated above. If the consumer or business law of the country where you are based gives you rights or a forum that cannot be excluded by agreement, that law applies to that extent; nothing in these terms takes those rights away. In particular, nothing in these terms excludes, restricts or modifies any consumer guarantee, right or remedy under the Australian Consumer Law that cannot be excluded.

Prices for Australian customers are shown in Australian dollars. No GST is currently charged. ProCafe is not VAT registered and therefore has no VAT number. No VAT or GST is added to the prices shown.

ProCafe is operated by Serdar Kahraman, a sole trader. Postal address: Cleekim Drive, EH15 3QP Edinburgh, United Kingdom. Contact: support@procafe.app or the contact form at procafe.app/contact.

New Zealand

These terms are governed by the laws of England and Wales and the courts of England and Wales have jurisdiction, as stated above. If the consumer or business law of the country where you are based gives you rights or a forum that cannot be excluded by agreement, that law applies to that extent; nothing in these terms takes those rights away. In particular, nothing in these terms excludes rights under the Consumer Guarantees Act 1993 or the Fair Trading Act 1986 that cannot be excluded; where you acquire the service in trade, you agree that the Consumer Guarantees Act does not apply to the extent the law allows.

Prices for New Zealand customers are shown in New Zealand dollars. No GST is added. ProCafe is not VAT registered and therefore has no VAT number. No VAT or GST is added to the prices shown.

ProCafe is operated by Serdar Kahraman, a sole trader. Postal address: Cleekim Drive, EH15 3QP Edinburgh, United Kingdom. Contact: support@procafe.app or the contact form at procafe.app/contact.

United States

These terms are governed by the laws of England and Wales and the courts of England and Wales have jurisdiction, as stated above. If the consumer or business law of the country where you are based gives you rights or a forum that cannot be excluded by agreement, that law applies to that extent; nothing in these terms takes those rights away. Where the law of your state gives you rights or a forum that cannot be waived by contract, those apply to that extent.

Prices for US customers are shown in US dollars. No sales tax is added. ProCafe is not VAT registered and therefore has no VAT number. No VAT or sales tax is added to the prices shown.

ProCafe is operated by Serdar Kahraman, a sole trader. Postal address: Cleekim Drive, EH15 3QP Edinburgh, United Kingdom. Contact: support@procafe.app or the contact form at procafe.app/contact.

Contact

Questions: contact ProCafe.

Service operator

ProCafe — Serdar Kahraman, sole trader

Cleekim DriveEH15 3QP EdinburghUnited Kingdom

Contact: support@procafe.app